Administration Specialist – Purchasing | Twyford International Uganda

Job Overview

Job Purpose

Key Responsibilities

• Receive and review approved requests for office, administrative, and operational items.
• Source and purchase:
  • Office supplies
  • Stationery
  • Cleaning materials
  • Staff welfare items
  • Uniforms
  • Personal Protective Equipment (PPE)
  • Other approved administrative requirements
• Obtain quotations and compare supplier prices where required.
• Evaluate supplier offers to ensure value for money.
• Ensure purchased items meet required specifications, quality standards, and company requirements.
• Follow up on purchase orders to ensure timely delivery of goods and services.
• Maintain accurate purchasing records for all administrative purchases.

2. Supplier Coordination and Management

• Identify and maintain relationships with reliable local suppliers and service providers.
• Request quotations and negotiate prices where appropriate.
• Monitor supplier performance based on:
  • Product quality
  • Pricing
  • Delivery timelines
  • Service reliability
• Maintain an updated supplier and service provider database.
• Coordinate with suppliers to resolve issues related to:
  • Deliveries
  • Product quality
  • Invoice discrepancies
  • Order fulfillment
• Build positive working relationships with suppliers to support efficient procurement operations.

3. Inventory and Stock Management

• Maintain proper records of purchased administrative and operational items.
• Monitor stock levels of:
  • Stationery
  • Cleaning supplies
  • Staff welfare items
  • Frequently used administrative materials
• Conduct regular stock checks and identify shortages or discrepancies.
• Ensure proper storage and issuance of administrative supplies.
• Maintain minimum and maximum stock levels for commonly used items.
• Support effective inventory control practices.

4. Administrative Operations Support

• Support the smooth daily running of the administration function.
• Coordinate provision of office supplies and administrative requirements.
• Support management of office facilities and general administrative services.
• Work with relevant departments to understand and address their administrative needs.
• Assist in coordinating:
  • Office maintenance activities
  • Facility repairs
  • Administrative service requirements
• Ensure administrative operations run efficiently and effectively.

5. Documentation and Reporting

• Maintain accurate records of:
  • Purchase requests
  • Quotations
  • Purchase orders
  • Delivery notes
  • Supplier invoices
• Ensure all purchases are properly authorized, approved, and documented.
• Prepare regular reports on:
  • Administrative purchases
  • Procurement expenditure
  • Pending requests
  • Supplier deliveries
• Track outstanding purchase requests and delivery timelines.
• Submit relevant purchasing documentation to the Finance Department for processing and payment.

6. Cost Control and Compliance

• Ensure all purchases comply with approved company procedures and budgets.
• Identify cost-effective purchasing options while maintaining quality standards.
• Monitor administrative expenditure and report unusual or unexpected costs.
• Ensure proper accountability and tracking of purchased items.
• Support compliance with procurement policies and internal controls.

Qualifications and Experience

• Diploma or Bachelor’s Degree in:
  • Business Administration
  • Purchasing and Supplies Management
  • Procurement and Logistics
  • Supply Chain Management
  • Related field

Professional Experience

• Minimum 2–4 years of experience in:
  • Administration
  • Purchasing
  • Procurement
  • Supplies management
  • Related roles

• Manufacturing companies
• Industrial environments
• Remote-site operations
• Large organizations with structured procurement processes

Technical Skills Required

• Proficiency in Microsoft Office applications including:
  • Microsoft Excel
  • Microsoft Word
  • Microsoft Outlook
• Experience using:
  • ERP systems
  • Purchasing systems
  • Procurement management software
• Ability to prepare purchasing reports and maintain accurate records.
• Strong data management and documentation skills.

Key Competencies and Skills

• Strong purchasing and negotiation skills
• Excellent administrative skills
• Good supplier relationship management skills
• Strong organizational abilities
• Attention to detail
• Good planning and coordination skills
• Strong numerical skills
• Excellent record-keeping abilities
• Integrity and accountability
• Ability to work independently
• Ability to meet deadlines
• Problem-solving skills
• Effective communication skills

Career Growth Opportunities

• Procurement Management
• Purchasing Management
• Supply Chain Management
• Administration Management
• Supplier Relationship Management
• Logistics Operations
• Inventory Management
• Office Operations Management

How to Apply